The MyOffice Blog

Sometimes you search for an appointment and you know it was there but you can’t find it.  The usual reason it’s not there is that another user has deleted it.

There’s no ‘rollback’ in MyOffice so once an appointment has been deleted it’s gone … period.

There are however a couple of techniques you can employ to minimise accidental deletions. First, you can tell your colleagues to move appointments that they were going to delete to another diary, called something like ‘Deleted appointments’. So, rather than deleting them, you are moving them. This avoids losing the appointment details.

Secondly, you can configure MyOffice to notify you, by email, every time an appointment is deleted. You configure this for each diary so if you’re having a problem with just one diary you could configure the notification for that diary. The notification emails all the appointment details together with the name of the user who deleted the appointment and the time of the deletion.

Hopefully, these suggestions will at least retain the data from any accidentally deleted appointments, enabling you to re-instate the appointments if necessary.

If you’ve been using MyOffice for several years you’ll probably have lots of very old appointments.  When I say lots, I’m talking in thousands, not hundreds. The suggestions in this blog only apply to users with LOTS of old appointments.

At start-up MyOffice does a refresh from the server to your local PC to create an ‘up to date’ copy of your data in case you need to run MyOffice in ‘Offline’ mode.  Typically you would run MyOffice in ‘Offline’ mode if your internet connection went down and you needed to carry on working. Being able to work in ‘Offline’ mode is one of the key advantages MyOffice has over ordinary web based applications.

If you’d like to speed up your start-up there are a couple of techniques that you can use when it comes to appointments.

Method 1 - Create a new diary and start using that instead of the old diary. Set the diary permissions on the old diary so that no-one has access to the diary. You can always re-instate access if you need to go back and view the old appointments. At start-up the old diary won’t be refreshed because you no longer have access to it … but the new diary will … thus speedng up your start-up time.

Method 2 - Simply delete old appointments. To do this search for all appointments in a date range. e.g. 1 Jan 2006 - 31 Dec 2006. Leave the search criteria box empty. In our example, this will list all appointments in 2006. Then, multi-select all the appointments using the left mouse button and the Shift key and delete them.

Which method you use depends upon whether or not you want to keep the appointments. Method 1 will save them. Method 2 will delete them.

How many times have I said it?  ….. ‘it’s in the Tools menu’.

Everything that you can configure and mess around with in MyOffice is in the Tools menu. It’s one of the tips I give to new users … that and use right-click to bring the menu items up.

The tools menu contains items to let you configure diaries, set up your own ‘user defined fields’, set up email accounts, import emails, sync with outlook and a host of other things. If you can’t figure out how to do something have a look in the Tools menu and if you still can’t find it have a look in the Online Help at www.myoffice.net/help/helpmain.htm.